JOB PURPOSE:The Accounts Receivable and Dispatch Coordinator will manage the company accounts receivables, cash receipts, and collections in the HVAC department. Specifically, this position will maintain contact with all customers on a proactive basis with the goal to keep all invoices paid in accordance with our payment terms.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Review Accounts Receivable Aged Trial Balance 
• Invoice clients once jobs are completed or during progression
• Identify AR accounts to contact on a pro-active basis to confirm receipt of new invoices and gather estimated payment. 
• Furnish customer with the requested items when customers request copies of invoices, field work orders, or other documentation related to the transaction. 
• Answer customer requests regarding payment of invoices in accordance with our payment terms.
• Apply those payments against outstanding invoices with daily banking deposits matching daily cash receipts.
• Initiate and follow up internal communications within the company regarding all AR and Cash Receipt matters.
• Act as interface with external collection efforts such as small claims courts, attorneys, or collection firms when all internal efforts result in non-payment.
• Process all daily customer payments including cash, check, or wire transfers. That process includes entering and applying the cash receipt into our software followed by preparing and making our daily bank deposits of those cash receipts. Initiate a daily email summary of those cash receipts along with any additional notes relating to that day’s AR, cash receipts and collections you feel should be of interest forward to upper management daily.
• Prepare partial and final releases of lien when needed for customers. Coordinate your need for supplier releases of lien with Accounts Payable who is responsible for preparing and getting those.
• Reconcile billings and payments in the WINTAC compared with the CSUSA finance team
• At each month’s end and fiscal year end, perform end of month or end of year Accounts Receivable closing procedures and provide reporting to upper management and CSUSA finance team
• At each month’s end, prepare and mail or email customer accounts receivable statements and past due/collections letters on company letterhead.
• Assist with service duties including but not limited to: answering phones, scheduling, dispatching and coordinating service staff

**MAY PERFORM OTHER DUTIES AS ASSIGNED**

DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties and skills required personnel so classified.

SKILLS AND KNOWLEDGE

1. Demonstrates enthusiasm and commitment toward the position and the mission of the company; supports the company’s values in the strategic areas of academic excellence, operational performance, superior culture, and financial health and growth, as outlined in the Employee Handbook.
2. Works and interacts with staff and relates to individuals at all levels of the organization. As unique situations present themselves, the incumbent must be sensitive to corporate needs, employee goodwill, and the public image.
3. Demonstrates ability to lead people and get results through collaboration.
4. Thinks ahead and plans over a 1-2 year time span.
5. Organizes and manages multiple priorities.
6. Analyzes and problem solves at both a strategic and functional level.
7. Looks for ways to improve and promote quality and demonstrates accuracy and thoroughness. Strives to research, evaluate and implement best practices.
8. Prepares comprehensive reports, including writing report sections, integrating content, and formatting business documents.
9. Establishes a set of operating principles and routines; driving projects to completion, while insisting on highest level of quality.
10. Strives to consistently be at work, to arrive on time, to follow instructions, to respond to management direction and solicit feedback to improve performance.
11. Works with large amounts of data, to detect errors or inconsistencies, and prepare budgets. 
12. Demonstrates strong customer orientation.
13. Establishes excellent interpersonal skills between all constituents: is courteous, professional, and helpful; demonstrates high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy. 
14. Demonstrates excellent oral (including presentations), written, interpersonal (active listening), skills and ability in negotiating and influencing.
15. .Has broad conceptual perspective and is forward-thinking on business issues and their long-term impact on the business unit, the Education function and the organization. 
16. Is proactive and takes initiative. Thinks creatively. Drives projects to completion. Insists on highest level of quality.

JOB REQUIREMENTS:

• Minimum High School Degree
• Minimum of 4 years of Account Receivable and/or dispatch knowledge experience
• Knowledge of construction trades and facilities maintenance requirements including ability to understand, communicates, and deals effectively with customers.
• Ability to perform intermediate level mathematical functions and calculations.
• Excellent administrative and organizational skills, expert in communication, writing, and documentation abilities.
• Strong time management & organizational skills and the ability to prioritize wisely.
• Computer knowledge and experience with all Microsoft Office software, ability to manage online documentation of service requests, utilize time and material tracking programs.